Administrative Assistant

davispolk; California (MO); On-site; USD 85,000 - 135,000; Full time

Job summary

Davis Polk & Wardwell LLP is seeking an Administrative Assistant to provide secretarial, technical, and organizational support to lawyers and management staff in Redwood City, CA. The role requires professionalism, strong communication, and good judgment within firm policies.

Responsibilities include drafting documents, managing calendars, scheduling travel, handling billing, and supporting client meetings. A strong emphasis on confidentiality and teamwork is essential.

Qualifications

• Associate degree or higher.
• 1 to 5 years' experience as an administrative assistant or paralegal.
• Strong written and verbal communication skills.
• Ability to proofread typed material for typographical, spelling and grammatical errors.
• Ability to type with speed and accuracy.
• Ensure confidentiality of all the Firm's and clients documentation and information.

Responsibilities

• Create, revise and print correspondence, memoranda and other legal documents.
• Answer and place telephone calls professionally; take accurate and complete messages.
• Review electronic and physical mail and other correspondence.
• Establish and maintain calendar for principals.
• Make appointments and travel arrangements for principals.
• Organize client and internal meetings.
• Input attorney time and reimbursable expenses.
• Prepare client bills and track payments.
• Understand and calculate financials related to billing invoices.
• Fill printers and copier with paper each morning and during the day as necessary.
• Cover Reception as needed.
• Complete special projects as assigned.

Skills

Interpersonal skills

Written and verbal communication

Proofreading

Typing speed

Confidentiality

Time management

Teamwork

Punctuality

Flexibility

Education

Associate degree or higher

Tools

MS Word

Excel

PowerPoint

Outlook

Job description

Position Summary

The Administrative Assistant provides secretarial, technical and organizational assistance to lawyers and other managerial staff, as assigned. This is a dynamic position requiring the ability to demonstrate professionalism, effective communication skills and use of good judgment through understanding of the Firm's policies as a valued member of a support team.

Location: Redwood City, CA

Essential Duties and Responsibilities

• Create, revise and print correspondence, memoranda and other legal documents
• Answer and place telephone calls professionally; take accurate and complete messages
• Review electronic and physical mail and other correspondence
• Establish and maintain calendar for principals
• Make appointments and travel arrangements for principals
• Organize client and internal meetings
• Input attorney time and reimbursable expenses
• Prepare client bills and track payments
• Understand and calculate financials related to billing invoices
• Fill printers and copier with paper each morning and during the day as necessary
• Cover Reception as needed
• Complete special projects as assigned

Qualifications / Position Requirements

• Ability to manage a varied workload and meet deadlines
• Must be punctual and reliable
• Proficient in MS Word, Excel, PowerPoint, Outlook and other applications as needed
• Strong interpersonal skills
• Must be able to work collaboratively with lawyers and staff, demonstrating strong teamwork and a positive attitude
• Flexibility in daily schedule to accommodate unexpected situations arising from attorneys/legal assistants and other staff
• Excellent written and verbal communication skills
• Ability to proofread typed material for typographical, spelling and grammatical errors
• Ability to type with speed and accuracy
• Ensure confidentiality of all the Firm's and clients documentation and information

Education and/or Experience

• Associate Degree or higher
• 1 to 5 years' experience as an administrative assistant or paralegal

Compensation

The expected base salary for this position ranges from $85,000 - $135,000. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, anticipated assignment, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. Davis Polk offers a competitive salary and comprehensive benefits package.